Letters

Salutation FAR EASTERN AIRWAYS

Dear Sirs COMPANY liMITED
if you are wri t ing to a company or Regent House, 5th Floor
organ i sati o n 12116 Haymarket London W1 V 5BX
Administration: 020 72B5 99B1
Dear Sir /Madam Reservations: 020 7564 0930
if you know the position, b u t not Fax: 020 7285 9984

t h e nam e
1 5 February 20 1 1
Dear (name) Mr Roberto Garda
if you know the person's name Universal Imports
28 Whitechapel Court
Common titles
London
Mr for men
E I 0 7NB
Mrs for ma rri ed wo m en
Miss fo r u n marrie d wo m en -...... Dear Mr Gurcia
Ms for wo m e n i f yo u do n't know,
or prefer not to specify, / Re: Roxanna Garbcy
ma ri ta l sta tu s

�===============j
Common abbreviations
/ Roxanna Garbey has been accepted for a position as Passenger Service
Agent with Far Eastern Airways at Galwick Airport.

Re. regardin g In order for Roxanna to work at Gatwick. she must have a special pass
pp (on behalf of) when you sign which would permit her to visit h igh-security areas. She has given your
the letter for someone else name as a reference.

encs. documents are enclosed with

I would appreciate it if you could complete the enclosed form and return it
the letter
to us as quickly as possible. She is due to start work with liS on 1 5 March.
but can only do so after we receive your reference.
Endings
Thank you for your cooperation. I enclose a stamped addressed envelope.
Yours sincerely
if you know the person's name

Yours faithfully
,..-f- Yours sincerely
if you do not know the p erson 's name
':j\fJ¥
Sign the letter, then print your name
Vv- J-
. P. Dent
�
Personnel Manager
and pos ition under your signature.

Press releases Press release

r-f-e Release date:
The aim of a press release is to draw
a forthcoming event to the attention
of the people who choose what i s
reported in the media. Fo r co m m e rc ia l
events like p ro d uct launches, public
relations agenc i es are often used to
en s u re go o d coverage in t he relevant
sections of the media.
For: Business editors, national press; motoring press
26 October
Subject: Revolutionary new car to be unveiled at Motor Show
After weeks of rumour and speculation, ITS will unveil their revolutionary
new concept car at the Tokyo Motor Show on 3 November. The vehicle
requ i res very small amounts of petrol and instead uses a combination 01
solar energy and hydrogen to power it. Massive public interest is expected
in this vehicle of the future.

Note that i t s i m p o rtan t to p rov i de a

'
For more information, contact:
Sarah Wells, High Profile Communications
contact name and address for further
sarah@hpc-centre.com
i nformation .

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 WRITING FILE

E-mails

� To: tom.hu nt@promoworld.com

�__
____
____
____
____
____
__ __
__ , _/
�� From: Harry King
Be careful to type in all e·mail Cc: mary.fowler@audiovision.com
addresses accurately.
/ Bcc: claudia.stahnke@audiovision.com

�___________ �/� Subject: Friday's meeting

Bee means 'blind copy' (a copy will be
sent to this person, but other people Tom
will not know this). Just to confirm that we will be able to attend the meeting next
Friday. I'll be with our Sales Di rector, Mary Fowler.

Harry

To : John Waters (John.Waters@sitco.com)

From: Peter Lewis

§I Subject: Extension of trading agreement

This style of e·mail is similar to a

standard business letter. The ending
can be the less formal Best wishes or
Best regards or the more formal Yaurs
sincerely, depending on how well the
writer knows the rec i p i en t
.
Dear Mr Waters
It was very good to see you again at our meeting in Paris on
1 6 July. I hope you had a safe journey home afterwards.
We agreed Ihat your company will continue to represent us and
to promote the full range of our services throughout Europe, the
Middle East and North Africa for three years, with effect from
1 August. During this period, we expect to see an increase of at
least1 5% in the value of business we do in this region.
Full delails of the payment we will make and the expenses we will
cover are included in the attached agreement. Can you please
check this and, if all is in order, sign and return one copy of the
agreement to me.

We look forward to continuing to develop our business in the region

in association wilh yourselves.

Best wishes
Peter Lewis
Managing Di rector
Mesnik Professional Services
397 Cily Lane
London EC2 3RW

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WRITING FILE

Faxes

Informalion transmitled by fax may

be presented in various formats, for f----
FAX Fa lcon Hotels
example in letter, memo o r note form.
TO Alice Wong

Fax No 00 852 75 1 4329

FROM Zofia Nadstoga

Faxes may contain the following f---- Reservations Dept. Falcon Hotels
headings:
Fax No 00 (0)20 7945 2647
To / From / Date / Subject /
No. of pages / Fax numbers
Date 5 July

No of pages (including this)

Dear Ms Wong
The style of a fax message may be
formal, informal or neutral, depending This is to confirm your booking for a single room from 20 July to

on the subject and recipient. 27 July inclusive, at a rate of £ 1 50.00 per night (excluding sales tax).

As requested, we will hold your room until midnight on the day of

your arrival.

We look forward to m eeli n g you shortly.

Yours si ncerely

zo-Ho.. No..ct.sto.9o..

Zofia Nadstoga

Agendas

Always put the title, date, time and

venue (place).
Management meeti ng
AG E N DA

Larger meetings and committee

meetings may also include the Date: 1 March
following: Time: 1 4.00
a) Apologies for absence
Venue: Room 2 3 M , Shaw House
b) Matlers arising from last meeting
c) Correspondence
d) Date of next meeting 1 Complaints about reception staff
2 New brochure
3 Price list for next year
4 New product presentation
ADB means 'any other business'. This
is for other relevant issues that were 5 AOB
not included in the agenda.

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Action m i n utes
For most business meetings. action l\Ilinutes of the management meeting
minutes are more useful than full
m i n u tes. Date I March

Venue Room 23M. Shaw House

Present Chris Glover. B i l l B race. Gi l l Winstanley.

Iwona Pawlowska, Gareth M assey

Action minutes are intended to make Action By

sure that decisions of the meeting are
understood and carried out.
There is a brief summary of the
discussion for each item on the agenda.
I Guidel ines for recelltion staff
Following recent complaints about the attitude and IP 8 March
professionalism of the recept i on staff, we all agreed
that i t is essential to produce a set of written g u i de l i nes .
The Human Resources Department w i l l also arrange IP
additional customer service trai n ing to take pJace over
the next two months.

2 New brochure

The Marketing Department is speaking to all senior BB 5 March

The initials of the person responsible
for carrying out any action required
are give n in the margin. along with any
deadline.
managers about this on an individual basis. A draft
b rochure will be circulated so that it can be approved
and sent to the pri n te rs by 1 5 March to be read y for
next 1110nth's trade fair.
3 Price list
We agreed that our new pri ces this year will be BB 15
contained in a separate book l et , rather th an as part March
of the New Product Brochure. A n updated l i st is
be i n g compiled.

Next meeting: 18 March. 1 1 .00 a.m.

Venue: To be con fi rmed

Action plan
We plan to launch the new range in November. The following stages
are all critical to the success of the launch.

January
An action plan focuses on key events Com plete test marketing and report back findings to Research and
and is usually based on a timetable. Development.
Sentences are short. and verbs are usually
April
imperatives (complete. agree. etc.) .
Agree final specifications with manufacturers.

Book advertising space with media agency.

May, June
Manufacturing

July. August
Distribution of stock to key wholesalers

September, October
Advertising campaign. including media interviews and features

November
Launch at Milan Trade Fair

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WRITING FILE
Reports
A report should be well organised, with The format used here is suitable for
information in a logical order. There formal reports:
is no set layout for a report. It will
depend on:
a) the type of report
b) the company style.
The executive summary is a summary
f-....
of the main points and conclusion of
the report. It gives the reader a quick
overview of the total situation.
The introduction shows the points that
will be looked at.
f-....
The findings are the facts discovered.
r-f-.
The cone/usion i s what you think about
f-....
the facts and how you interpret them.
- .... Recommendation
Recommendations are practical
suggestions to deal with the situation
and ideas for making sure future
activities run more easily.
130
• title
• executive summary
• introduction
• findings
• conclusion
• recommendations
Busi ness Software pic
Product report
Executive summary
We have been contacted by Lenz AG, a German man ufacturer of
mobile telephones, and asked about the possibility of a co-operation
agreement. We would adapt our business software for use in their
products. Tests show that their product is a very good one and popular
with our target market.
Introduction
This report will look at:
• the hardware manufacturer and their equipment
• software that could be used on their mobile phones
• the advantages of working together
• recommendations for action.
Findings
1 Lenz has been developing cheap, small-scale electronic devices
for 35 years. In the last five years, they have focused on more
expensive mobile phones for businesspeople. These have been very
successful. One in four mobile phones for the business market is a
Lenz.
2 Our new Executive Organiser software has a lot of attractive features
for the travel ling businessperson (e.g. address book, e-mail, video
and voice recorder, street-finder function, etc.).
3 Market research shows that there is a lot of interest in our products
being used on machines apart from computers.
Conclusion
The two companies have products which fit well together.
We should have a meeting with representatives from Lenz as soon as
possible to discuss a joint venture between our companies, with the aim
of putting our software onto their mobile phones.
Tracy Cruickshank
Research and Development Director
1 9 October
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Sum maries
When y ou summarise something, you
express the most i mportant facts or
points about something in a short a n d
clear form.
Writing a summary involves:
• selecting the most important ideas
or facts from a text
• rewriting those ideas/facts in a
short, concise form, using your own
language
• producing a text which is shorter
than the origina l - usually at least
half the number of words.
Here is an example of an original text
and two sample summaries.
This summary is effective because:
• it contains the key ideas from the
original text
• the language used to express the key
ideas is different from the original
• the new text is much shorter in
len gth .
Sometimes a summary can be
expressed in a series of short
numbered statements.
• �
N otices
Notices are used to inform people about
changes of plan, instructions or warnings.
A notice needs a clear heading.
Information must be presented in a
clear, concise form.
The tone of notices is usually rather
formal and impersonal.
It must have the name and position of
the person who wrote it and the date.
WRITING FILE
Hispanics are more influenced by advertising than other US consumers,
suggesting that the growth of the Spanish-speaking population couLd
prove beneficial to big corporate sponsors, according to two studies. I
A Nielsen Media Research study released o n Wednesday found that I'
Spanish-language television viewers pay more attention to commercials
and are more likely to base their purchasing decisions on advertisements
than other US consumers. The report was issued after Euro RSCG.
the marketing communication agency, released a study that showed
Hispanics are more aware of brand names than other US consumers.
Taken together, the reports suggest that growing corporate interest
in Hispanic marketing might involve factors that go beyond the mere
size of the Spanish-speaking population. The US Hispanic popuLation is
estimated at about 39m.
The studies also suggest that Hispanic consumers offer big companies
the chance to use the kinds of sales pitches that worked with US
consumers in decades past, but which are now less popular with
advertising-weary viewers.
f-� Fifty-two per cent of Hispanics say they frequently get information for
making purchase decisions from watching TV commercials in Spanish.
compared with 7 per cent of non-Hispanics watching English-Language
television.
C-f4 Recent research has found that Spanish TV viewers are very influenced
by television commercials when they buy products, and they also know
more about brands than other people i n the United States.
Another finding of the research was that conventional methods of
advertising appeaL to Spanish-speaking people. even though other
viewers are tired of them. Some interesting statistics: 52% of Hispanics
depend on TV commercials for information about what to buy. whereas
only 7% of non-Hispanics do.
[96 wordsl
"
f-f4 , The Spanish-speaking population in the U n ited States is 39m.
Research has been carried out into this group's buying habits.
Spanish TV viewers are very influenced by television commercials
when buying products.
2 They know more about brands than other consumers.
3 Spanish-speaking people respond to conventional methods of
advertising, but other consumers do not. I;
4 52% of Hispanics use television commercials to heLp them choose
products. O n ly 7% of n o n - H ispanics do so.
AURIC BANK
r CUSTOMER NOTICE
This branch will be closed until 1 0 . 3 0 a . m . o n Tuesday
V
7 November for staff training.
We apologise in advance for any inconvenience caused.
Antonia Valdes
/
Branch Manager
2 November
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